Sales Support Coordinator - RFP

About the Position

The Sales Support Coordinator RFPs plays a critical role in ensuring the success of Energy Exemplar’s sales engagements, particularly in the area of RFP and tender management. This position is instrumental in driving efficiency and quality across all phases of the sales lifecycle, with a strong emphasis on coordinating and delivering compliant, compelling RFP responses and supporting documentation.

The role includes a range of responsibilities such as managing RFP submissions, preparing and reviewing legal contracts, liaising with global teams for invoicing and financial documentation, maintaining accurate sales data in Salesforce, and assisting the Sales team during client negotiations. Success in this position requires strong project coordination skills, high attention to detail, and the ability to meet critical deadlines in a high-volume, fast-paced environment.

This is a dynamic role for a proactive individual with a passion for organization, communication, and a demonstrated ability to deliver exceptional results in RFP-driven sales environments.

Primary Responsibilities

• Serve as the primary point of contact for RFPs, RFIs, tenders, and related procurement requests from prospective clients across the Americas region.
• Lead the end-to-end RFP coordination process: manage timelines, gather inputs from subject matter experts, ensure compliance with requirements, and deliver professionally prepared responses.
• Draft and coordinate customized proposals and supporting documentation aligned to client requirements and internal capabilities.
• Prepare accurate quotes for software licensing, training, and implementation services.
• Support the preparation, review, and finalization of contractual agreements and legal documents for new and existing clients, including contract variations and redlines.
• Work closely with the legal team to assess and negotiate terms in external contracts submitted by prospects.
• Coordinate the procurement and onboarding process for new clients, including vendor registration, due diligence forms, and documentation requests.
• Collaborate with internal departments to activate services and licenses following successful bids.
• Maintain and update Salesforce CRM with accurate and up-to-date customer and opportunity data.
• Liaise with the Finance team to ensure accurate billing, track payments, and resolve outstanding invoices.
• Support the commercial team in managing subcontractor agreements, including the preparation, negotiation, and follow-up on deliverables and billing.
• Assist SVPs and Sales leadership with ad hoc administrative and sales support tasks.
• Provide operational support to the wider EMEA team, including document control and file management.

Candidate Requirements & Qualifications

• Minimum 3 years' experience in sales support, administration, or a similar client-facing coordination role, with direct involvement in RFP or bid preparation strongly preferred.
• Demonstrated ability to manage and deliver compliant RFP/tender responses under tight deadlines.
• Strong written and verbal communication skills, particularly in professional business writing and documentation.
• Bachelor’s degree or diploma in a business-related field (e.g., Business Administration, Marketing, Legal Studies).
• Advanced proficiency with Microsoft Office Suite (Excel, Word, PowerPoint).
• Strong attention to detail and ability to critically evaluate documents and requirements.
• Understanding of B2B sales cycles, contract lifecycles, and procurement processes.
• High degree of ownership and pride in quality of work and process optimization.
• Proven ability to build rapport with internal stakeholders and prospective clients.
• Experience with Salesforce CRM is desirable.